Breakthrough ACTION Kenya - Documentary Production, Request for Proposals Ref: 062024

I. Background / Rationale

Breakthrough ACTION is a USAID global Flagship Social and Behavior Change (SBC) Project aimed at providing leadership in SBC programming around the world, using human-centered design (HCD), community engagement and social and behavior change communication (SBCC). The project is focused on improving uptake of key malaria RMNCH/AYSRH and MHH related behaviors at the individual, household, and community level; improving provider linkages between communities and health facilities through enhanced quality of client-health provider interactions, and improving capacity of MOH and partners at the national and county level to design and implement policies, strategies, and guidelines aimed at improving malaria, reproductive, maternal, newborn and child health (RMNCH), family planning, Adolescent and Youth Sexual Reproductive Health (AYSRH) and menstrual health and hygiene (MHH) outcomes.

Breakthrough ACTION provides technical leadership and support to the department of health, Homa Bay, Vihiga, Kisumu, Siaya, Migori, Bungoma, Busia and Kakamega Counties to design and implement evidence-based SBC strategies to improve key malaria, RMNCH-AYSRH, and MHH indicators.

This document outlines the Request for Proposals (RFP) for a documentary production firm to capture the Breakthrough ACTION Kenya's project impact.

II. Objectives of the Service / Work

Breakthrough ACTION seeks a qualified documentary production firm to create three videos total, one for each project area namely malaria, AYSRH and MHH:

The documentaries will showcase the following:

• Program interventions at the national and county levels.

• Community engagement and awareness raising activities.

• Institutional support provided to the Ministry of Health and partners.

• Human interest stories

• End-term result

Target Audiences:

• Kenya’s Ministry of Health – County and National

• Local communities and partners

• USAID

• General public

III. Scope of the Service / Work

The selected firm will be responsible for:

• Reviewing relevant program documents provided by Breakthrough ACTION

• Refine the pre-filming storylines, scripts and interview guides developed Breakthrough ACTION Kenya

• Traveling to selected 4 counties of project operation (travel costs included in financial proposal)

• Conducting interviews with:

o Local community members

o Program staff

o Government officials

o Key stakeholders (consult Breakthrough ACTION Kenya for details)

o High-level officials (Minister, Breakthrough ACTION, USAID etc.)

• Capturing high-resolution photos and video highlighting:

o Institutional capacity building

o Project interventions

o Project impact

• Producing documentary versions with animation and infographics

• Submit draft videos for review and approval.

• Incorporate feedback and resubmit final videos.

Breakthrough ACTION Kenya:

• Organize meetings between the production company and project team.

• Identify filming locations, stories, and results.

• Coordinate field visits for appointments and content capture.

• Review and approve the work plan, filming schedule, and approach.

• Provide guidance and input into storylines, scripts, and overall creative decision making

• Provide reference materials.

• Offer feedback.

• Review and approve draft and final productions.

IV. Language

• The documentaries will have English narration and subtitles in the event the respondent speaks in Kiswahili or the local language

V. Expected Outputs / Deliverables

Pre-Production:

• Detailed timeline for production, including field travel.

• Preliminary storylines for approval.

Production:

• Review scripts and narrations review developed by Breakthrough ACTION for clarity and effectiveness in engaging the target audience.

• Provide final scripts and narrations for approval.

• Share the first rough cuts of all documentaries on DVD/External drive for comments.

• Final 5–10-minute documentary with infographics and animations for each of the three program areas.

• High-resolution photos showcasing program interventions

Post-Production:

• All raw footage captured on DVD or external drive.

• Three copies of each documentary on DVD/external drive.

• All final videos shared in appropriate formats and sizes for web upload.

VI. Timeframe

The project will commence upon contract signing and be completed within three months.

VII. Institutional Arrangement / Reporting Relationships

The production company will directly communicate with the Breakthrough ACTION Kenya team for submissions, approvals, and timeline adherence. Any format, content, or timeline changes require written communication and Breakthrough ACTION Kenya approval.

VII. Intellectual Property

All project information (documentaries, audio, digital, cyber, project documents, etc.) belongs to Breakthrough ACTION. The production company cannot disclose or use this information without written Breakthrough ACTION permission, adhering to national and international copyright laws.

IX. Organization Qualifications Required

● Currently registered and legally operating in Kenya

● Demonstrated experience developing documentaries for NGOs in Kenya (at least 5 years)

● Must have an experience of TVC and documentary production

X. Preparation and submission of bids

All bids should include the following components:

Cover letter: A one-page cover letter signed by a responsible official of the bidding agency. The letter should contain the name, mailing address, telephone number, email address and other relevant contact information of the proposer;

Detailed technical proposal (not exceeding 5 pages) and including:

● Introduction

● A brief overview of the assignment as understood by the candidate

● A brief statement of the candidate’s overall technical approach

● A detailed narrative plan for accomplishing the tasks laid out in the Scope of Work

● A timetable for completion of major activities

● Date available to start work and demonstration of ability to complete tasks within the timeline

Capability statement and key personnel profile (not exceeding 2 pages): Background and other relevant information which qualifies the applicant to undertake such an assignment must be included. The proposer must also indicate the individual staff members to be assigned to the project and their CV.

Samples of work: 2-3 examples of relevant work similar to the requirement outlined in the scope of work including the description of the agency’s involvement in the development of the materials (links acceptable)

References: A list of three former or current clients for whom similar work was done, together with their addresses, telephone numbers and email addresses.

Cost proposal:

● A detailed budget in KES (in Excel not pdf)

● Price justification (budget notes) that indicate how the agency derived costs for each line item and explain the purpose of each line item.

Proof of legal status: Documentation showing organization is a legally registered organization with the Government of Kenya.

• Valid tax compliance certificate

• Contact name and email address of a person who will be responsible for registering the agency within the Johns Hopkins University PaymentWorks system. This person should have knowledge of the agency’s banking account information.

• Annexes: Any documents, such as curriculum vitae, or other information, which the proposer feels will assist in evaluating the proposal, may be attached as annexes.

Interested organizations are to submit their complete application package with the subject line “Breakthrough ACTION Kenya Documentary” to ccpke-info@jh.edu. Submissions must be received by 5 pm Kenyan Time on 2nd July 2024.

Clarification and Amendment of TOR: Applicants may request clarification on the RFP by no later than 28th June 2024. Any request for clarification must be sent in writing by email to ccpkeinfo@jh.edu Breakthrough ACTION Kenya will respond to such requests by updating the following shared document with questions and responses: https://tinyurl.com/BADocumentary

Due to this application's urgent nature, proposals will be evaluated on a rolling basis and may not wait until the request period ends.